Maintenance Clerk - Bilingual (English/French)

City of Greater Sudbury; Greater Sudbury; On-site; CAD 30,000 - 60,000; Full time

Job summary

The City of Greater Sudbury seeks a Maintenance Clerk for a limited position in Housing Operations. The role involves managing maintenance requests, issuing work orders, and ensuring effective communication with tenants and contractors. Bilingual skills in English and French are essential for this position, which offers a competitive hourly wage.

Qualifications

• Completion of secondary school education with specialized training.
• Bilingual in English and French required.
• Over one year of related experience.

Responsibilities

• Responsible for clerical duties regarding maintenance functions.
• Receive and document maintenance requests.
• Issue maintenance work orders and maintain logs.

Skills

Communication

Analytical skills

Interpersonal skills

Organizational skills

Education

Secondary School (grade XII)

Job description

Job Description

Section: Maintenance

Division: Housing Operations

Department: Community Development

Initial Reporting Location: 10 Elm Street

Job Status: Limited Position - Bilingual (English/French)

Estimated Probable Duration: Seven (7) Months (may be extended)

Number of Vacancies: 1

Affiliation: CUPE 4705 Housing Unit

Hours of Work: 70 hours bi-weekly

Shift Work Required: n/a

Range of Pay: Group 8 - $26.06 to $29.76 per hour (Subject to Review)

The start date will follow the selection process.

Characteristic Duties: Under the general supervision of the Manager of Maintenance Service.

• Responsible for a variety of clerical duties regarding the delivery of day-to-day maintenance functions.
• Receive requests for maintenance repairs over the phone and in person, and document accurate description of the request in Yardi.
• Issue maintenance work orders by fax and or email to maintenance staff and contractors via Yardi as directed. Complete and input information in Yardi work orders as required (e.g. name of contractor, address, instructions, tech notes, etc.).
• Assess urgency of maintenance requests and take appropriate action as required as directed by the Manager of Maintenance Service.
• Maintain work order logs, preventative maintenance logs, move in inspection reports, baiting program files and maintenance unit files.
• Follow up on outstanding work orders to ensure completion of tenant request by contacting staff and contractors.
• Issue 24-hour notices of entry by landlord and ensure the proper written notice was provided to the tenant.
• Prepare tenant maintenance charge invoicing complete with documentation for authorization.
• Maintain the Best Lock Key System by inputting key code information into Yardi, record data in a log, and issuing and cutting keys.
• Respond to routine inquiries over the phone and at the front counter and act as a front-line liaison for Housing Operations.
• Type correspondence, reports, notices, forms, minutes, agreements, etc. for the supervisor.
• Perform back-up duties for the Customer Services Clerk and other positions within the department when required.
• Co-ordinate varied tasks to maintain and meet goals and standards of Housing Operations.
• Ensure maintenance work is issued, transmitted to field staff/contractors and results recorded within pre-set deadlines.
• Co-ordinate services between the Housing Operations and external agencies/contractors field staff.
• Provide detailed explanations of maintenance policy and procedural practices of Housing Operations in regards to maintenance to contractors, residents and other agencies or financial institutions.
• Contact contractors/field staff and ensure instructions for maintenance repairs are relayed.
• Maintain confidentiality in accordance with the Freedom of Information Act and Right to Privacy Act.
• Provide relief to the Property Management Clerk duties as required.
• Develop and maintain a thorough working knowledge of CGS’s Safety Manual and the applicable Provincial Legislation listed therein.
• Perform other related duties as required.
  
  

Qualifications

• Successful completion of Secondary School (grade XII) education with additional short-specialized training courses (e.g., Customer Service, Dealing with Difficult People, Conflict Resolution).
• Over one (1) year up to and including two and one half (2½) years of related experience.
• Detailed knowledge of OHC / GSHO Manuals, policies, and procedures as it relates to maintenance and inquiries from tenants and contractors.
• Knowledge of the Landlord and Tenant Act sufficient to be able to correctly prepare and process notices such as entry.
• Good analytical and mathematical skills.
• Excellent communication and interpersonal skills in order to deal effectively with residents, contractors, staff, vendors and agencies, and maintain favourable public image of the Housing Operations.
• Ability to work independently and effectively and meet numerous deadlines.
• Excellent organizational skills to ensure that maintenance requests are processed efficiently and correctly to ensure maintenance specific goals are met.
• Ability to input, co-ordinate and confirm information relevant to the day-to-day maintenance delivery program.
• Good knowledge of office procedures.
• Satisfactory health, attendance, and former employment history.
• Excellent use of English; verbally and in writing.
• French verbal skills and a good working knowledge of written French is required.
• All employees are required to treat residents with respect and tact while delivering excellent customer service.
• Physical capability to operate a vehicle safely, possession of a valid driver’s licence and an acceptable driving record, will be considered an asset.
  
  

Competencies: Competency Library - Level 1 Proficiency

How To Apply

If you are viewing this job posting through a website other than the City of Greater Sudbury's, please visit www.greatersudbury.ca/jobs to apply online.

We must receive your resume before 11:59 p.m. on Monday, May 26, 2025. For those providing a French language resume, please also include an English version.

• Click on the Apply for Job button.
• Follow the step by step application process.
• Ensure you attached a cover letter and resume. Acceptable file types are:
• .doc
• .docx
• .txt
• .pdf
• .rtf
• Once completed, review your application and click on the Submit button.
• Upon submission of your application, you will get a confirmation on the screen that your application has been successfully submitted. You will also receive an e-mail confirmation to the e-mail address on your profile.
  
  

All applicants are thanked for their interest in this position. Only those selected for an interview will be contacted. If contacted, and you require a disability related accommodation in order to participate in the recruitment process you must advise the Hiring Manager.

Live outside Canada or new to Canada?

The City of Greater Sudbury is dedicated to maintaining a fair, inclusive, and equitable work environment and our City welcomes qualified applicants from anywhere. To learn more about working in Canada, visit this webpage: Applicants Living Outside of Canada (greatersudbury.ca)

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